WAP Help and User Guide – WAP App


Table of Contents

Product overview

Help and User Guide maintained for WAP v192.0.25 (desktop version) and v192.0.15 (mobile app version) upwards.


The WAP Mobile App is available for iOS and Android users and can provide a quick and easy way to enter or approve documents and reduce the risk of receipts or goods received documents being lost.

Once synced, documents will post through to WAP and if applicable, Sage.  Configuration must be done in the WAP Desktop Website prior to the mobile app being used.

The WAP Mobile App is designed as a personal tool to complement the WAP Desktop Website, where users can quickly enter and approve documents.  It will not contain the full functionality of the Desktop Website.  The WAP Desktop Website can instead be navigated to in a web browser on the device if further functionality is required when access to a desktop PC is not possible.

This guide aims to cover what an end user will need to get started using the WAP App, with WAP Desktop information included where relevant.


1. WAP Enable Module (WAP Desktop Website)

This should already have been done at set-up and is covered in section 1.1 of the Mobile App Install Help and User Guide (IT).

For the WAP Mobile App to be used, WAP needs a valid licence string entered within the WAP Web App.  The module expiry date is shown along with the modules that have been enabled and the maximum number of users.

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Each year WAP will require a new enable string to continue working.  When a new one has been issued, from within system settings cogs, navigate to the System Settings banner and select Miscellaneous – Licencing – Apply new licence – Browse and Upload.

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The WAP Mobile app is currently compatible with entering Requisitions, Expenses, Timesheets and Holidays.  It can also be used to approve all these document types and Invoices.


2. Configuring WAP for WAP App use (WAP Desktop Setup)

Within the main WAP System Settings there are configuration options relating to the WAP Mobile App (System Settings cogs – System settings banner –Miscellaneous menu – Mobile Access banner).

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Enable Mobile Service:  this will enable the WAP system to allow access from mobile devices connected via the WAP Mobile app.

Mobile Service endpoint address:  required server URL which the WAP Mobile app will need to be connected to; e.g. “http://[server IP address]:[Port Number]/WAPService”.

Https certificate thumbprint to bind the port number to (required for https only):  required for users that require a secure connection.  If users are to be accessing the WAP Mobile app outside of the office location, it is recommended to obtain a SSL certificate and to configure https access.  See WAP App Install Help and User Guide (IT) for more info.

Max file upload size from mobile device:  if a maximum upload limit for attachments (in MBs) is required, enter the maximum size here.

Enable Mobile Timesheets:  tick to allow for timesheet entry and approval with the WAP Mobile app.

Enable Mobile Requisitions:  tick to allow for requisition entry and approval with the WAP Mobile app.

Enable Mobile Holiday Requests:  tick to allow for holiday entry and approval with the WAP Mobile app.

Enable Mobile Expenses:  tick to allow for expense entry and approval with the WAP Mobile app.

Enable Mobile Invoices:  tick to allow for invoice approval with the WAP Mobile app.

Usertypes

In addition to the system settings, usertypes will also need to be configured to allow mobile access:

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3. WAP Mobile App Install (End User)

Please see our End User Install Help and User Guide for information which has been summarised below for version 19.2.

To install the Mobile app to either an Apple or an Android device, users will first need to navigate to their Personal WAP settings on the WAP Desktop website:

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From here there are three tabs: IOS, Android and Endpoint Address.  If on your mobile device you have an app to scan QR codes, it is possible to use this to scan the QR code from the first two tabs.  Alternatively the apps can be manually searched for.  Both options are explained in section 3.1 (Apple) and 3.2 (Android) below.

Download the relevant version of the app from iOS or Microsoft App Centre as a standard app onto the mobile device to be used before moving onto Mobile App Configuration.


3.1. Where to download Apple WAP Mobile App

A tutorial on how to download the Sicon WAP App on an Apple device

Option A

Using a QR Scanner, scan the link in the first tab of the your personal WAP settings (IOS) and browse which should take the user to the correct version on the app store.

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Option B

Alternatively if a QR scanner is not installed on the device, use the table below to determine which version to look for directly in the iOS App store:

Apple devices:

WAP version Mobile App version iOS download
192.X.X Sicon WAP v19.2 From iOS app store, search ‘Sicon WAP v19.2’

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3.2. Where to download the Android WAP Mobile App

A tutorial on how to download the Sicon WAP App on an Android device

Option A

Using a QR Scanner, scan the link in the second tab of the your personal WAP settings (Android) and browse which should take the user to Microsoft App Centre ready with the latest available version:

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Option B

Alternatively use a browser on your device and navigate to the below address manually (also included at the bottom of the Android QR code on the WAP Desktop).

Android devices:

WAP version Mobile App version Android download
192.X.X Sicon WAP v19.2 https://install.appcenter.ms/orgs/siconltd/apps/sicon-wap-v19.2/distribution_groups/public

Microsoft App Centre:

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3.3. WAP Mobile Configuration

Refer to section 2 of the End User Install Help and User Guide for further information, which has been summarised below for this version:

Before starting, have the 3rd tab available from the WAP Desktop Personalised settings available (Endpoint Address):

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Once the mobile app has been installed on a user’s device, open the app and click on the cog on the top right of the login screen to be taken into the Settings:

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Mobile Endpoint Address:  use the inbuilt QR scanner to the right of the Mobile Endpoint address to scan the URL from the desktop Personalised settings.  This will enter the URL that has been configured for using the WAP App.  This URL can be entered manually by the user but must match the WAP Desktop Settings address.  If this URL is not entered correctly, users will not be able to log into the WAP Mobile app.

Remember Me:  if this is ticked, the user will be logged in automatically when loading the app.  If this the user will be working offline, this setting must be enabled for users to be able to login while the device is offline.

It is not recommended to enable this if multiple users are to log in via the same device.

Use Windows Authentication:  tick this if Windows Authentication is configured in the WAP website. If configured, users will log into the app with the same credentials as they log into Windows; the WAP Mobile app will validate the password against the domain account.  For this to work, usernames in the WAP Desktop website must match the usernames as created in Windows Active Directory.

Sync on Login:  once installed, syncing the app is required to transfer the information from the WAP App to the next stage.  See the section Sync for further information on the sync process.

This setting will be off until the first full sync has been done and can then be switched on if required.

On login a partial sync will be done which will obtain the latest holiday entitlement and tax rates.

Weeks to Sync:  choose the number of weeks to sync; by default, this is set to 8 weeks.

Advanced Settings

Database Reset:  this option can be used to reset all data stored on the device.  This setting will remove any journeys the user has marked as on their favourite list.  If the database has been reset, a full sync will need to be done once the user has logged in.  If multiple users are logging in via the same device, it is recommended that the database is reset between logins and storing favourite journeys would not be recommended as these will be lost between logins.

Connection Timeout (30-300 Secs):  if the app does not have a response from the service during sync, the sync will fail.  The default will be 60 but this might need to be increased if the connection to the server is slow or perhaps there are a high number of items to load.


4. Getting Started

Please read WAP Mobile App Configuration before progressing to this step.

Once the app has been installed and the Mobile Endpoint address entered, users will now be able to start using the WAP Mobile app on their device.


4.1. WAP Mobile App login

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Enter username and password and click to log in.  If the user requires to view their password on entry, click the eye icon.  The main WAP Mobile app settings are accessed via the cogs at the top right of the screen.

Users will not be able to login if the Web API URL is not correct (a common error is to scan the QR code from the iOS or Android tabs, rather than the Endpoint tab, so always make sure the correct endpoint address displays in the settings in WAP Mobile App Configuration):

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4.2. Sync

When a user first logs in they will see a message to state that a full sync is required.  Click the sync icon at the top right to access the sync page.

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Click the option to Sync items and then choose the option to Full Sync.

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While the sync is happening a green progress bar will appear at the bottom of the screen with a yellow bar below showing exactly what is being synced.  When the sync has been successful, a message will appear to confirm and the screen can be closed.

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Once the full sync has been complete, the user will be returned to their homepage to see either any documents awaiting their approval or the option to add a new document.

Syncing is required when:

  • A user first downloads and logs into WAP, to collect user’s data from the WAP System (full sync).
  • There is new information for the user to pick up, for example new projects or nominals that have been added through the desktop, and to ensure the latest status of a document or entitlement is shown (full sync).
  • A document has been submitted through the app (sync waiting items).

It is not possible to select to run a full sync if there are items waiting to be synced.


4.3. General Navigation

Regardless of the modules enabled, navigation of WAP is the same throughout.  As an Approver, any items awaiting approval are displayed on the homescreen after logging in and running a full-sync:

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Clicking on one of the document items on this screen will take an approver to the approval screen for that document type.

The camera icon at the bottom can be used to capture pictures of attachments that can later be attached to a document in the app (e.g. a receipt for an expense).  These pictures are stored in the camera roll of the device, and WAP will prompt and require permission to access photos to enable this feature.

If Google API is enabled in the WAP Desktop, the Start Journey icon allows an expenses user to begin recording a journey that can be saved and later used to submit a mileage claim.  See section 9 for further information on mileage claims.

All users will see the same homescreen regardless of whether they have permission to approve or not.  The top left 3 bars are known as a Hamburger menu.  For further options, use the Hamburger menu at the top left to navigate to options to submit documents, and to view the version of the app installed:

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From here, users can select the document type they wish to enter.

Expenses: Allows the user to enter expense and mileage lines

Journey log: Allows the user to create or retrieve regular journeys for mileage claims

Holidays: Allows the user to enter a holiday request

Requisitions: Allows the user the user to enter a requisition

Goods Received: Allows the user to received goods through the app

Timesheets: Allows the user to enter timesheets through the app

Invoices: Allows users to view Invoices for approval and invoice approval history

Logout: Allows the user to log out of the WAP App on the device

Last Sync: once the user has started using the app, a date and time will be displayed to indicate when the last sync was done

v: The version number will be displayed at the bottom right, e.g. v.192.0.15.  This will not be the same as the version number on the WAP desktop, and will assist if any support queries need to be raised with Sicon.


5. Requisition Entry

Use the hamburger menu and select Requisitions to begin:

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The user will then be presented with three tabs:

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New: Displays any of the user’s new requisitions that have been entered through the app and either not yet submitted, or not yet synced.  New requisitions can be entered from this tab.

Waiting: Displays any requisition submitted by the user through the app and synced via Sync Waiting Items (see section 4.2 for further information)

Approved/Rejected: Displays any requisitions submitted and synced in the app by the user, and subsequently approved or rejected.


5.1. Requisition Header Page

From the new tab, select + Requisition to be brought into the Requisition Header details where the main details of the order can be entered:

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The app will open on the Details tab initially:

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Details Tab Icons key:

Company:  the user’s default company will be selected here.  Currently this field cannot be changed as only one company (the default) is supported in the app.  If the user has access to multiple companies, they will need to use the desktop to enter a requisition for other companies.
Urgent: If the user marks a requisition as urgent they will need to enter a reason for the urgency in the Urgent pop up box.  Once the requisition is then submitted an email will be sent instantly to approvers advising them there is a requisition awaiting approval.
Document Date:  this will be automatically populated with the current date but can be overridden as needed.  This is the date that is used for budget checking purposes so if a spend is to hit a future month’s budget, this date can be moved to a future date.
Sicon WAP App Help and User Guide - Delivery Date Icon Delivery Date:  this will be automatically populated with the current date but can be overridden as needed.  This is a mandatory field and will be used to generate Goods Received notification reminders if configured.  Individual delivery dates can also be set per stock item or free text line if required.
Sicon WAP App Help and User Guide - Supplier Icon Supplier:  select the correct supplier from the drop down list either by typing the supplier name or code, or scrolling to the required supplier.
Sicon WAP App Help and User Guide - Request By and Status Icon Requested By and Status:  this is automatically populated with the user’s name, and the status will update as the order progresses through.
Values: the gross, net and VAT figures will update as lines are added and the order progresses.  Note, the £ icon only denotes a value, it is not representative of the order currency and will not change if the order is in another currency.
Notes: Enter any notes as required for the order

Across the top of the screen, navigate to the Delivery tab to enter details of the delivery and invoice address:

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Delivery Tab Icons Key:

Sicon WAP App Help and User Guide - WAP App HUG Image Section 5.1 Image 12 Use the search function to look up available delivery and invoice addresses.
Sicon WAP App Help and User Guide - WAP App HUG Image Section 5.1 Image 13 Delivery Address: enter the delivery address required.
Sicon WAP App Help and User Guide - WAP App HUG Image Section 5.1 Image 14 Invoice Address: enter the invoice address required.

Across the top of the screen, navigate to the Lines tab to begin entering the specific line information for the order:

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See the following sections for further information on each.


5.2. Adding a Free Text Line

From the Lines tab, click +Requisition Line and choose Free Text Item from the resulting pop up menu:

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The free text entry screen will open and detail can be entered as required for the order line:

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Free Text Line Icon Key:

Sicon WAP App Help and User Guide - WAP App HUG Image Section 5.2 Image 4 Attachment: if the user wishes to include an attachment with the order, click on the paperclip at the top left to either navigate to an existing photo, or take and upload a new photo.
Sicon WAP App Help and User Guide - WAP App HUG Image Section 5.2 Image 5 Item Details:  free text field to enter the description of the item required.
Sicon WAP App Help and User Guide - WAP App HUG Image Section 5.2 Image 6 Delivery Date:  this will pull through as today’s date but can be changed as required.  It does not necessarily need to match the delivery date from the Details tab.  This is particularly useful if expecting staggered delivery or part invoicing an order.
Sicon WAP App Help and User Guide - WAP App HUG Image Section 5.2 Image 7 Quantity:  enter the quantity required either by typing a number, or using the -/+ to scroll to the correct quantity.
Sicon WAP App Help and User Guide - WAP App HUG Image Section 5.2 Image 8 Unit Price (£):  enter the price per unit as required.  The symbol is currently an icon to denote value, it is not reflective of the currency of the order.
Sicon WAP App Help and User Guide - WAP App HUG Image Section 5.2 Image 9 Tax Code:  currently the tax code is always displayed and will need to be entered manually.

If the Desktop settings have this setting hidden, this will not currently be reflected in the app and therefore the user can either enter requisitions in the desktop where the tax field will be hidden, or alternatively a Finance User can be added into the approval route to correct any tax information (currently in the desktop version only).

Sicon WAP App Help and User Guide - WAP App HUG Image Section 5.2 Image 10 Nominal Information: If a Project and Project Header/Project Item have been selected, the nominal code will be automatically populated based on the selection and by default.  Note, within the app users will be able to change this code to another they have access to.  This does not match the desktop functionality where this can be configured for the code not be changed.

If a costing module is not integrated with WAP, the user will need to manually select a nominal code for this line item.  Nominal codes can be searched for either by typing an account number or name, or scrolling to it.  Users can be given permission on their User profile to ‘Access All Nominal Codes’ but it is advised to restrict user nominal access so they see a limited list of codes.

Sicon WAP App Help and User Guide - WAP App HUG Image Section 5.2 Image 11 Costing information: This will appear if Sicon Projects, Sage Project Accounting or WAP Projects has been configured as the Costing Module on the WAP Desktop site.

If the Requisition is linked to a Project, select the correct Project and Project Header/Project Item from the drop down menus either by typing to search, or scrolling to the required selection.  Note; if activities are being used in the Project structure, these are currently not supported within the WAP App and users will need to continue to use the desktop website to enter this information.
If a user has ‘Access all Projects/Projects’ ticked on their User profile, all live Projects will appear in the dropdown list.  Alternatively, users can be given access to specific Projects and Project Headers/Project Items.

Confirmation Method (no icon): Confirm whether goods will be received as Free Text, Service items or not require receiving.

The WAP desktop settings will currently not be reflected in the app and this field will need to be entered manually by the user.  The user can either enter requisitions in the desktop where the confirmation field will be hidden or defaulted, or alternatively an additional user can be added into the approval route to correct the confirmation intent method.

Once the required information has been entered (more lines can be added as required), click Save at the bottom of any of the three tabs and select OK from the menu:

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This will bring the user back to their requisitions screen where they can tap on the order they’ve just placed to submit (or edit) it:

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Once submitted, an additional icon will appear on the order indicating that it has not yet been synced:

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Order header icon key:

Sicon WAP App Help and User Guide - WAP App HUG Image Section 5.2 Image 15 Requesting User
Sicon WAP App Help and User Guide - WAP App HUG Image Section 5.2 Image 16 Supplier
Sicon WAP App Help and User Guide - WAP App HUG Image Section 5.2 Image 17 Order Status
Sicon WAP App Help and User Guide - WAP App HUG Image Section 5.2 Image 18 Mobile ID (once submitted, this will be updated with a WAP ID that can be searched for in the desktop version of WAP).
Sicon WAP App Help and User Guide - WAP App HUG Image Section 5.2 Image 19 Order Date
Sicon WAP App Help and User Guide - WAP App HUG Image Section 5.2 Image 20 Value of order (icon denotes value, and is not currency-specific)
Sicon WAP App Help and User Guide - WAP App HUG Image Section 5.2 Image 21 Indicates attachments have been added to the order
Sicon WAP App Help and User Guide - WAP App HUG Image Section 5.2 Image 22 Submitted but not yet synced
Sicon WAP App Help and User Guide - WAP App HUG Image Section 5.2 Image 23 Not Synced
Sicon WAP App Help and User Guide - WAP App HUG Image Section 5.2 Image 24 Synced

Once the user has submitted all the requisitions they wish, they can then sync items for these to be pushed into the WAP desktop site and onto the approver.  See section X for how to sync waiting items.

Once synced, the item will move to the ‘Waiting’ tab where it can be tapped on to view or edit as required.  In the example below, mobile order M1 has been allocated to WAP ID 30724, which can be searched for in the desktop app:

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This order is now available for the approver to approve either in the Desktop application or when they sign into the WAP App on their own mobile device.

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Email notifications for orders submitted through the app work in the same way as the desktop application, so once an order has been submitted and synced, users will receive notifications tracking its progress.


5.3. Adding a Stock Item Line

From the Lines tab, click +Requisition Line and choose Free Text Item from the resulting pop up menu:

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The stock entry screen will open and detail can be entered as required for the order line:

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Sicon WAP App Help and User Guide - WAP App HUG Image Section 5.2 Image 4 Attachment: if the user wishes to include an attachment with the order, click on the paperclip at the top left to either navigate to an existing photo, or take and upload a new photo.
Sicon WAP App Help and User Guide - WAP App HUG Image Section 5.3 Image 5 Stock Item:  select either by typing a stock name or item code.
Sicon WAP App Help and User Guide - Supplier Icon Warehouse:  select the correct warehouse for the stock item.
Sicon WAP App Help and User Guide - WAP App HUG Image Section 5.2 Image 6 Delivery Date:  this will pull through as today’s date but can be changed as required.  It does not necessarily need to match the delivery date from the Details tab.  This is particularly useful if expecting staggered delivery or part invoicing an order.
Sicon WAP App Help and User Guide - WAP App HUG Image Section 5.2 Image 7 Quantity:  enter the quantity required either by typing a number, or using the -/+ to scroll to the correct quantity.
Sicon WAP App Help and User Guide - WAP App HUG Image Section 5.2 Image 8 Unit Price (£):  enter the price per unit as required.  The symbol is currently an icon to denote value, it is not reflective of the currency of the order
Sicon WAP App Help and User Guide - WAP App HUG Image Section 5.2 Image 9 Tax Code:  the tax code will be pulled through and can be amended if required.
If the Desktop settings have this setting hidden, this will not currently be reflected in the app and therefore the user can either enter requisitions in the desktop where the tax field will be hidden, or alternatively a Finance User can be added into the approval route to correct any tax information (currently in the desktop version only).
Sicon WAP App Help and User Guide - WAP App HUG Image Section 5.2 Image 10 Nominal Information: If a Project and Project Header/Project Item have been selected, the nominal code will be automatically populated based on the selection and by default.  Note, within the app users will be able to change this code to another they have access to.  This does not match the desktop functionality where this can be configured for the code not be changed.

If a costing module is not integrated with WAP, the user will need to manually select a nominal code for this line item.  Nominal codes can be searched for either by typing an account number or name, or scrolling to it.  Users can be given permission on their User profile to ‘Access All Nominal Codes’ but it is advised to restrict user nominal access so they see a limited list of codes.

Sicon WAP App Help and User Guide - WAP App HUG Image Section 5.2 Image 11 Costing information: This will appear if Sicon Projects, Sage Project Accounting or WAP Projects has been configured as the Costing Module on the WAP Desktop site.

If the Requisition is linked to a Project, select the correct Project and Project Header/Project Item from the drop down menus either by typing to search, or scrolling to the required selection.  Note; if activities are being used in the Project structure, these are currently not supported within the WAP App and users will need to continue to use the desktop website to enter this information.

If a user has ‘Access all Projects/Projects’ ticked on their User profile, all live Projects will appear in the dropdown list.  Alternatively, users can be given access to specific Projects and Project Headers/Project Items.

Once the required information has been entered (more lines can be added as required), click Save at the bottom of any of the three tabs and select OK from the menu:

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This will bring the user back to their requisitions screen where they can tap on the order they’ve just placed to submit (or edit) it:

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Once submitted, an additional icon will appear on the order indicating that it has not yet been synced:

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Order header icon key:

Sicon WAP App Help and User Guide - WAP App HUG Image Section 5.2 Image 15 Requesting User
Sicon WAP App Help and User Guide - WAP App HUG Image Section 5.2 Image 16 Supplier
Sicon WAP App Help and User Guide - WAP App HUG Image Section 5.2 Image 17 Order Status
Sicon WAP App Help and User Guide - WAP App HUG Image Section 5.2 Image 18 Mobile ID (once submitted, this will be updated with a WAP ID that can be searched for in the desktop version of WAP).
Sicon WAP App Help and User Guide - WAP App HUG Image Section 5.2 Image 19 Order Date
Sicon WAP App Help and User Guide - WAP App HUG Image Section 5.2 Image 20 Value of order (icon denotes value, and is not currency-specific)
Sicon WAP App Help and User Guide - WAP App HUG Image Section 5.2 Image 21 Indicates attachments have been added to the order
Sicon WAP App Help and User Guide - WAP App HUG Image Section 5.2 Image 22 Submitted but not yet synced
Sicon WAP App Help and User Guide - WAP App HUG Image Section 5.2 Image 23 Not Synced
Sicon WAP App Help and User Guide - WAP App HUG Image Section 5.2 Image 24 Synced

Once the user has submitted all the requisitions they wish, they can then sync items for these to be pushed into the WAP desktop site and onto the approver.  See section X for how to sync waiting items.

Once synced, the item will move to the ‘Waiting’ tab where it can be tapped on to view or edit as required.  In the example below, mobile order M7 has been allocated to WAP ID 30736, which can be searched for in the desktop app:

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This order is now available for the approver to approve either in the Desktop application or when they sign into the WAP App on their own mobile device.

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Email notifications for orders submitted through the app work in the same way as the desktop application, so once an order has been submitted, users will receive notifications tracking its progress.


5.4. Adding a Comment Line

From the Lines tab, click +Requisition Line and choose Free Text Item from the resulting pop up menu:

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The comment line entry screen will open and detail can be entered as required for the comment line:

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Comment Line Icon Key:

Sicon WAP App Help and User Guide - WAP App HUG Image Section 5.2 Image 4 Attachment: adding attachments to comment lines is not required and will not pull through to the WAP desktop.
Sicon WAP App Help and User Guide - WAP App HUG Image Section 5.2 Image 5 Description: enter the description for the comment line.
Sicon WAP App Help and User Guide - WAP App HUG Image Section 5.2 Image 6 Delivery Date:  entering a delivery date to comment lines is not required and will not pull through to the WAP desktop.

Once the required information has been entered (more lines can be added as required), click Save at the bottom.

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This will bring the user back to their requisitions screen where they can tap on the order they’ve just placed to submit (or edit) it:

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Once submitted, an additional icon will appear on the order indicating that it has not yet been synced:

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Order header icon key:

Sicon WAP App Help and User Guide - WAP App HUG Image Section 5.2 Image 15 Requesting User
Sicon WAP App Help and User Guide - WAP App HUG Image Section 5.2 Image 16 Supplier
Sicon WAP App Help and User Guide - WAP App HUG Image Section 5.2 Image 17 Order Status
Sicon WAP App Help and User Guide - WAP App HUG Image Section 5.2 Image 18 Mobile ID (once submitted, this will be updated with a WAP ID that can be searched for in the desktop version of WAP).
Sicon WAP App Help and User Guide - WAP App HUG Image Section 5.2 Image 19 Order Date
Sicon WAP App Help and User Guide - WAP App HUG Image Section 5.2 Image 20 Value of order (icon denotes value, and is not currency-specific)
Sicon WAP App Help and User Guide - WAP App HUG Image Section 5.2 Image 21 Indicates attachments have been added to the order
Sicon WAP App Help and User Guide - WAP App HUG Image Section 5.2 Image 22 Submitted but not yet synced
Sicon WAP App Help and User Guide - WAP App HUG Image Section 5.2 Image 23 Not Synced
Sicon WAP App Help and User Guide - WAP App HUG Image Section 5.2 Image 24 Synced

Once the user has submitted all the requisitions they wish, they can then sync items for these to be pushed into the WAP desktop site and onto the approver.  See section X for how to sync waiting items.

Once synced, the item will move to the ‘Waiting’ tab where it can be tapped on to view or edit as required.  In the example below, mobile order M8 has been allocated to WAP ID 30737, which can be searched for in the desktop app:

Sicon WAP App Help and User Guide - WAP App HUG Image Section 5.4 Image 20

This order is now available for the approver to approve either in the Desktop application or when they sign into the WAP App on their own mobile device.

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Email notifications for orders submitted through the app work in the same way as the desktop application, so once an order has been submitted, users will receive notifications tracking its progress.


5.5. Requisitions - Additional Navigation Options

In addition to using the options described above, once a user has used the Hamburger Menu to select requisitions, navigating back to the Hamburger menu provides some further options for the user:

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Home: takes the user back to the main home screen with all module options

New Requisition: users can use this as an alternative to enter a new requisition and will be brought into the Requisition header page – see section 5.1 for more information.

Approve Requisitions: an approver can use this as an alternative to approve requisitions.  See section 6 for further information.

Goods Received: users can use this as an alternative to receive goods – see section 7 for further information.

Sync: users can sync items from here.


6. Requisition Approval

Users should do a full sync prior to approval to ensure they have the latest items awaiting approval.  When they sync has been run, the amount of items for approval will be displayed on the homescreen.  In this example, the approver has 3 requisitions for approval:

Sicon WAP App Help and User Guide - WAP App HUG Image Section 6 Image 1

Tap on Requisitions from this screen to be brought into the items awaiting approval.


6.1. Require Approval Tab

Once Requisitions has been tapped, the approver will be presented with the Require Approval tab which lists out all requisitions awaiting approval:

Sicon WAP App Help and User Guide - WAP App HUG Image Section 6.1 Image 1

For more detail on any of these, tap on the requisition to be brought into the requisition information.

The Details tab across the top shows the header information and any notes the user may have provided.  From here the user can Reject or Approve the requisition:

Sicon WAP App Help and User Guide - WAP App HUG Image Section 6.1 Image 2

The Lines tab across the top shows a summary of the lines on the order, which again can be tapped to expand the information further:

Sicon WAP App Help and User Guide - WAP App HUG Image Section 6.1 Image 3

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Close to come out of the detailed line information to navigate to the other tabs on the requisition.

The Attachments tab across the top will show any attachments that the user has added to the requisition:

Sicon WAP App Help and User Guide - WAP App HUG Image Section 6.1 Image 5

Once the order has been checked, navigate back to the Details tab to approve or reject the requisition.  The user will be prompted to ensure they are happy to approve:

Sicon WAP App Help and User Guide - WAP App HUG Image Section 6.1 Image 6

The requisition will not show as approved in the WAP Desktop until it has been synced.  Use the back button to navigate to the homescreen where the sync menu will be available to Sync Waiting Items and push the approved documents back into the WAP Desktop:

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6.2. Recently Approved

Once items have been approved, they will display in the ‘Recently Approved’ tab:

Sicon WAP Help and User Guide - WAP App HUG Image Section 6.2 Image 1

The requisition will not show as approved in the WAP Desktop until it has been synced.  Use the back button to navigate to the homescreen where the sync menu will be available to Sync Waiting Items and push the approved documents back into the WAP Desktop:

Sicon WAP Help and User Guide - WAP App HUG Image Section 6.2 Image 2

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7. Goods Receiving

Use the hamburger menu and select Goods Received to begin:

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At the point of opening this menu item, the WAP App will immediately update the current status of all goods received and download items awaiting receipt.  Please note that unlike most areas in the app, this will immediately use mobile data so users should ensure that they are on a WiFi connection or have an adequate data plan on their mobile device prior to receiving goods:

Sicon WAP Help and User Guide - WAP App HUG Image Section 7 Image 2

From here, users can either Confirm or Amend Goods Received using the tabs at the bottom of the screen, as explained in the following sections.


7.1. Receiving Goods/Services

Once the list has loaded, it can be searched (or refreshed, if new orders expecting items to be received need to be pulled through):

Sicon WAP Help and User Guide - WAP App HUG Image Section 7.1 Image 1

Search for the Purchase Order to be received, tap the selection box on the left and click Receive at the bottom of the screen:

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Once the user has found the item they wish to receive, tap on the checkbox on the left of the order and click on Receive at the bottom of the screen to be taken to the Receipt Details screen – Details tab.  Here the receipt header detail can be entered and any attachments added using the paperclip button at the top right or “Attach Goods Received Note” in the middle of the screen:

Sicon WAP Help and User Guide - WAP App HUG Image Section 7.1 Image 3

Click on the Lines tab at the bottom to enter the quantity to be received:

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Once the receipt quantities have been entered on the line, click back to the Details tab and click Save to save the receipt, and confirm receipt:

Sicon WAP Help and User Guide - WAP App HUG Image Section 7.1 Image 5

Again, at this point data will be used to push the receipt back into WAP, so no syncing is required when receiving goods, and the WAP Desktop is instantly updated:

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7.2. Amending Goods Received

Once the list has loaded, click on the Amend tab and search for the GRN number to be amended:

Sicon WAP App Help and User Guide - WAP App HUG Image Section 7.2 Image 1

This will open the original Receipt header information on the Details tab:

Sicon WAP App Help and User Guide - WAP App HUG Image Section 7.2 Image 2

Click on the Lines tab to enter any amendments to the GRN.  In the example below, the user originally received 3 and has now corrected this to 5:

Sicon WAP App Help and User Guide - WAP App HUG Image Section 7.2 Image 3

Once the receipt quantities have been entered on the line, click back to the Details tab and click Save to save the receipt, and confirm receipt:

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Again, at this point data will be used to push the receipt back into WAP, so no syncing is required when receiving goods, and the WAP Desktop (and Sage) is instantly updated:

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8. Invoice Approval

Users should do a full sync prior to approval to ensure they have the latest items awaiting approval.  When they sync has been run, the amount of items for approval will be displayed on the homescreen.  In this example, the approver has 8 invoices for approval:

Sicon WAP App Help and User Guide - WAP App HUG Image Section 8 Image 1

Tap on Invoices from this screen to be brought into the items awaiting approval.


8.1. Require Approval Tab

Upon tapping Invoices from the homescreen, the approver will be presented with the Require Approval tab which lists out all invoices awaiting approval:

Sicon WAP App Help and User Guide - WAP App HUG Image Section 8.1 Image 1

For more detail on any of these, tap on the invoice to be brought into the invoice information.

The Details tab across the top shows the header information and any notes entered in Sage.  From here the user can Reject or Approve the requisition:

Sicon WAP App Help and User Guide - WAP App HUG Image Section 8.1 Image 2

The Lines tab across the top shows a summary of the lines on the order, which again can be tapped to expand the information further:

Sicon WAP App Help and User Guide - WAP App HUG Image Section 8.1 Image 3

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Close to come out of the detailed line information to navigate to the other tabs on the invoice.

The Attachments tab across the top will show any attachments that the user has added to the invoice in Sage (requires Sicon Documents):

Sicon WAP App Help and User Guide - WAP App HUG Image Section 8.1 Image 5

Tapping on the attachment will display the image:

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Once the invoice has been checked, navigate back to the Details or Lines tab to approve or reject the invoice.  The user will be prompted to ensure they are happy to approve.  The invoice will not show as approved in the WAP Desktop until it has been synced.

An alternative way of approving instead of improving from within the invoice, is to select a couple of items for approval at once using the tickbox to the left on the initial ‘Require Approval’ tab.  Users will then be prompted to ensure they wish to approve the multiple items:

Sicon WAP App Help and User Guide - WAP App HUG Image Section 8.1 Image 7

By approving this way, the user will be presented with a further option to be taken straight to the sync screen to push these back to WAP (otherwise they can manually sync later):

Sicon WAP App Help and User Guide - WAP App HUG Image Section 8.1 Image 8

Saying yes to this will take the user to the sync screen where they can Sync Waiting Items.  Once synced, the invoice will move onto the next approver until it has been fully approved, at which point it will show under the Completed tab in the WAP Desktop:

Sicon WAP App Help and User Guide - WAP App HUG Image Section 8.1 Image 9


8.2. Recently Approved

Once items have been approved, they will display in the ‘Recently Approved’ tab:

Sicon WAP App Help and User Guide - WAP App HUG Image Section 8.2 Image 1

The invoice will not show as approved in the WAP Desktop until it has been synced.  Use the back button to navigate to the homescreen where the sync menu will be available to Sync Waiting Items and push the approved documents back into the WAP Desktop:

Sicon WAP App Help and User Guide - WAP App HUG Image Section 8.2 Image 2

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9. Expenses

Use the hamburger menu and select Expenses to enter a new expense line or mileage line.  Use the Journey log to record journeys manually that can later be retrieved during a mileage claim:

Sicon WAP App Help and User Guide - WAP App HUG Image Section 9 Image 1


9.1. Expense Entry Header

Whether entering Expenses or Mileage, use the hamburger menu to navigate to Expenses.

The user will then be presented with three tabs:

Sicon WAP App Help and User Guide - WAP App HUG Image Section 9.1 Image 1

New: Displays any of the user’s new expense and mileage claims that have been entered through the app and either not yet submitted, or not yet synced.  New claims can be entered from this tab.

Waiting: Displays any expense submitted by the user through the app and synced via Sync Waiting Items.

Approved/Rejected: Displays any expenses submitted and synced in the app by the user, and subsequently approved or rejected by the approver.


9.2. New Expenses or Mileage Claim

From the New tab within this screen, click on the blue +Expense button to open the expense header detail tab:

Sicon WAP App Help and User Guide - WAP App HUG Image Section 9.2 Image 1

Details:

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Enter the detail for the overall expense as required (see below for icon explanations):

Company – this will be the users’ default company assigned to them within the WAP website user settings, and cannot be amended in the App.  If expenses are to be entered for another company, the desktop website can be used for this.
Urgent – click this to indicate if the expense should be treated as urgent.  A reason will need to be entered and this will send an immediate notification to the approver once the expense has been synced.
Date of the overall expense claim.
Sicon WAP App Help and User Guide - WAP App HUG Image Section 9.2 Image 6 User – this will show who is raising the claim, and cannot be amended in the app.  The status will populate once the expense has progressed further
Amounts – these fields will update as the expense has more detail entered.
Notes – if the user wishes to include any overall notes for the approver to see, these can be added here.

9.3. Expense Line

Navigate onto the Expenses tab and click on the +Expense Item button to start adding expense lines:

Sicon WAP App Help and User Guide - WAP App HUG Image Section 9.3 Image 0

Sicon WAP App Help and User Guide - WAP App HUG Image Section 9.3 Image 1

Enter the detail as required (see below for icon explanations):

Sicon WAP App Help and User Guide - WAP App HUG Image Section 5.2 Image 4 Add Attachments: The paperclip at the top right allows the user to add attachments (this will take the user to a photo screen where they can either navigate to a previous picture of a receipt, or take a new picture of their receipt to upload to the expense)
Sicon WAP App Help and User Guide - WAP App HUG Image Section 9.3 Image 3 Receipt attachments: Click the slider toggle to indicate if a receipt has been attached
Sicon WAP App Help and User Guide - WAP App HUG Image Section 9.3 Image 4 Expense Description:  enter details of the expense claims; these details will post through to Sage
Sicon WAP App Help and User Guide - WAP App HUG Image Section 5.2 Image 6 Expense Date: Enter the date of this expense line
Sicon WAP App Help and User Guide - WAP App HUG Image Section 9.3 Image 6 Payment Method:  Personal will post the claim to the user’s Purchase Ledger expense account and if enabled, Company will post to the user’s credit card Purchase Ledger account.  Users will only see a Company payment method if they are linked through to a credit card.
Sicon WAP App Help and User Guide - WAP App HUG Image Section 9.3 Image 7 Expense Type:  select the appropriate expense type from the list.

 

In the bottom half of the screen, the user will need to enter:

Amount: enter the gross amount of the expense claim.

VAT Rate: Enter the VAT rate (if this is not populated or needs to be changed)

If the user has permission, they will also be able to amend the currency, VAT value and exchange rate.

Nominal: The nominal will default to what has been set under the Expense Item type for the user, and this can be changed if the user has permission.

Job: If using a costing module, the project or job should be selected from the list here

Job Header: If using a costing module, the project item or job header should be entered here

Once the detail of the line has been entered, click Save to be returned to the expense, where a summary of the expense line entered is displayed.  Further lines can be added using the blue +Expense Item if required:

Sicon WAP App Help and User Guide - WAP App HUG Image Section 9.3 Image 8

Once any further expense lines have been added click Save and choose to either Save, or Save and Submit:

Sicon WAP App Help and User Guide - WAP App HUG Image Section 9.3 Image 9

Save:  clicking this will allow the user to save the expense before submitting; i.e. if extra lines need to be added before the expense is submitted.

Save and Submit:  this will set the expense claim ready for approval.  The expense will need to be synced before the expense will be ready for approval.

Sicon WAP App Help and User Guide - WAP App HUG Image Section 9.3 Image 10

Tap on the expense line to edit, submit or delete the expense:

Sicon WAP App Help and User Guide - WAP App HUG Image Section 9.3 Image 11

Below is a further explanation of the summary icons within the WAP App:

Sicon WAP App Help and User Guide - WAP App HUG Image Section 5.2 Image 15 Requesting User
Sicon WAP App Help and User Guide - WAP App HUG Image Section 5.2 Image 18 Mobile / WAP ID
Sicon WAP App Help and User Guide - WAP App HUG Image Section 9.3 Image 14 Urgent
Sicon WAP App Help and User Guide - WAP App HUG Image Section 9.3 Image 15 Payment status (this will be updated as the expense progresses)
Sicon WAP App Help and User Guide - WAP App HUG Image Section 5.2 Image 19 Expense Date
Sicon WAP App Help and User Guide - WAP App HUG Image Section 5.2 Image 21 Expense includes attachments
Sicon WAP App Help and User Guide - WAP App HUG Image Section 5.2 Image 17 The current status of the expense
Sicon WAP App Help and User Guide - WAP App HUG Image Section 5.2 Image 20 The value of the expense
Sicon WAP App Help and User Guide - WAP App HUG Image Section 5.2 Image 22 Expense has been submitted but not yet synced
Sicon WAP App Help and User Guide - WAP App HUG Image Section 5.2 Image 23 Expense requires Syncing
Sicon WAP App Help and User Guide - WAP App HUG Image Section 5.2 Image 24 Expense is Synced

When all expenses have been entered, they will have a mobile ID beginning with M (M4 in the above example).  Users will need to sync waiting items by clicking on the Hamburger menu in the top left and clicking on Sync, and then Sync Waiting Items to push them into WAP for approval.

Once the sync has completed, the waiting items will disappear from this view.  Click Expenses at the top of the screen to go back to the expense entry screen.  From there click on the Waiting tab and the submitted and synced expense(s) will show with a new WAP ID (in the example below, W41103) which is visible in the WAP website or for an approving user within the WAP App:

Sicon WAP App Help and User Guide - WAP App HUG Image Section 9.3 Image 23

Sicon WAP App Help and User Guide - WAP App HUG Image Section 9.3 Image 24


9.4. New Mileage Item

Navigate onto the Expenses tab and click on the +Mileage Line button to start adding mileage lines:

Sicon WAP App Help and User Guide - WAP App HUG Image Section 9.4 Image 1

Sicon WAP App Help and User Guide - WAP App HUG Image Section 9.4 Image 2

Enter the detail as required (see below for icon explanations):

Sicon WAP App Help and User Guide - WAP App HUG Image Section 5.2 Image 4 Add Attachments: The paperclip at the top right allows the user to add attachments (this will take the user to a photo screen where they can either navigate to a previous picture of a receipt, or take a new picture of their receipt to upload to the expense)
Sicon WAP App Help and User Guide - WAP App HUG Image Section 9.3 Image 3 Receipt attachments: Click the slider toggle to indicate if a receipt has been attached
Sicon WAP App Help and User Guide - WAP App HUG Image Section 9.3 Image 4 Expense Description:  enter details of the journey.
Sicon WAP App Help and User Guide - WAP App HUG Image Section 5.2 Image 6 Expense Date: Enter the date of this expense line
Costing Description (no icon):  if a Costing Module (either Sicon Job Costing or Sage Project Accounting) has been configured, the user will need to enter a Job and Job Header or Project and Project Item as appropriate.
Sicon WAP App Help and User Guide - WAP App HUG Image Section 9.4 Image 7 Vehicle: choose from the list the vehicle the mileage occurred in; vehicles listed will be those that have been allocated to the user.  Users should always have access to enter mileage against a private vehicle and any allocated company vehicles as applicable.
Sicon WAP App Help and User Guide - WAP App HUG Image Section 9.4 Image 8 Passengers:  if passenger claiming is allowed, select the number of passengers on the trip.

To enter the mileage are two options which will change the screen depending on what is selected.

Tap Enter Miles to enable manual miles to be entered (button will turn green if selected):

Sicon WAP App Help and User Guide - WAP App HUG Image Section 9.4 Image 9

Sicon WAP App Help and User Guide - WAP App HUG Image Section 9.4 Image 10 Miles: if journeys have not been saved, enter the number of miles
Sicon WAP App Help and User Guide - WAP App HUG Image Section 9.4 Image 11 Choose whether these were business or personal miles.

Tap Select Journey to enable mileage to be entered from a journey (requires GoogleAPI to be configured in the WAP desktop settings).

Sicon WAP App Help and User Guide - WAP App HUG Image Section 9.4 Image 12

Sicon WAP App Help and User Guide - WAP App HUG Image Section 9.4 Image 13 Journey Detail: if journeys have been saved in the app, use the dropdown list to choose from either a current or favourite journey.
Sicon WAP App Help and User Guide - WAP App HUG Image Section 9.4 Image 14 Add manual journey: if GoogleAPI is enabled, a manual journey can be entered from here to add a start and end point and the mileage will be calculated.
Sicon WAP App Help and User Guide - WAP App HUG Image Section 9.4 Image 15 Postcode: once a journey has been picked or entered, the start and end points will show.
Sicon WAP App Help and User Guide - WAP App HUG Image Section 9.4 Image 16 Date: once a journey has been picked or entered, the date of the journey will show here.
Sicon WAP App Help and User Guide - WAP App HUG Image Section 9.4 Image 17 Mileage: once a journey has been picked or entered, the mileage will show here.

Once the detail of the line has been entered, click Save to be returned to the expense, where a summary of the mileage line entered is displayed.  Further lines can be added using the blue +Mileage Line if required:

Sicon WAP App Help and User Guide - WAP App HUG Image Section 9.4 Image 18

Once any further expense or mileage lines have been added click Save and choose to either Save, or Save and Submit:

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Save:  clicking this will allow the user to save the expense before submitting; i.e. if extra lines need to be added before the claim is submitted.

Save and Submit:  this will set the mileage claim ready for approval.  The claim will need to be synced before the mileage will be ready for approval.

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Tap on the mileage line to edit, submit or delete the mileage:

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Below is a further explanation of the summary icons within the WAP App:

Sicon WAP App Help and User Guide - WAP App HUG Image Section 5.2 Image 15 Requesting User
Sicon WAP App Help and User Guide - WAP App HUG Image Section 5.2 Image 18 Mobile / WAP ID
Sicon WAP App Help and User Guide - WAP App HUG Image Section 9.3 Image 14 Urgent
Sicon WAP App Help and User Guide - WAP App HUG Image Section 9.3 Image 15 Payment status (this will be updated as the expense progresses)
Sicon WAP App Help and User Guide - WAP App HUG Image Section 5.2 Image 19 Expense/Mileage Date
Sicon WAP App Help and User Guide - WAP App HUG Image Section 5.2 Image 21 Expense/Mileage includes attachments
Sicon WAP App Help and User Guide - WAP App HUG Image Section 5.2 Image 17 The current status of the expense/mileage
Sicon WAP App Help and User Guide - WAP App HUG Image Section 5.2 Image 20 The value of the expense/mileage (this is not currency-specific – the £ indicates a value only)
Sicon WAP App Help and User Guide - WAP App HUG Image Section 5.2 Image 22 Expense/Mileage has been submitted but not yet synced
Sicon WAP App Help and User Guide - WAP App HUG Image Section 5.2 Image 23 Expense/Mileage requires Syncing
Sicon WAP App Help and User Guide - WAP App HUG Image Section 5.2 Image 24 Expense/Mileage is Synced

When all expense and mileage lines have been entered, they will have a mobile ID beginning with M (M10 in the above example).  Users will need to sync waiting items by clicking on the Hamburger menu in the top left and clicking on Sync, and then Sync Waiting Items to push them into WAP for approval.

Once the sync has completed, the waiting items will disappear from this view.  Click Expenses at the top of the screen to go back to the expense entry screen.  From there click on the Waiting tab and the submitted and synced expense(s) will show with a new WAP ID (in the example below, W51144) which is visible in the WAP website or for an approving user within the WAP App:

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9.5. Journey Log - Start Journey

If GoogleAPI is enabled, there are a couple of ways of adding mileage to an expense claim through the app.  This section will cover the option to click Start Journey from the bottom of the home screen:

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If using this function, the app will record the start point of a journey and the end point of the journey, and use GoogleAPI to calculate the distance between the two.  It does not track the user so will not take into account any diversions, and will also not use data for the journey.  Note, these journeys will be cleared if the App Database needs to be reset in any circumstance, so it is advisable to save and sync claims as soon as possible so that data is not lost.

To use this function, the app will require location access and will prompt the user so the app can record the current GPS location when the button is pressed:

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Once started, the button will change colour, ready for when the journey is to be ended:

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When the user has arrived at their destination, select End Journey to record the current GPS location when the button is pressed.

This will then bring up an additional screen for the user to enter the details of that journey for retrieval later:

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Sicon WAP App Help and User Guide - WAP App HUG Image Section 9.5 Image 5 Journey description: Enter a brief description of the journey.  This may not be retrieved until a claim is entered at a later stage, so it is recommended to provide a name that is easy to identify the trip from.
Sicon WAP App Help and User Guide - WAP App HUG Image Section 9.5 Image 6 Journey type: Journeys can be stored in a Current or a Favourite list, ready for retrieval in a mileage claim.  There is also an Archive list if journeys are no longer required for expenses.
Sicon WAP App Help and User Guide - WAP App HUG Image Section 9.5 Image 7 Mileage Type: select whether these miles are business or personal.
Sicon WAP App Help and User Guide - WAP App HUG Image Section 9.5 Image 8 Return: Click the slider if this should be a return journey.  The distance will then be amended in the next section.
Sicon WAP App Help and User Guide - WAP App HUG Image Section 9.5 Image 9 Distance: This identifies how far between the start and end point GoogleAPI has calculated.
Sicon WAP App Help and User Guide - WAP App HUG Image Section 9.5 Image 10 Automatic GPS information about the journey start point and date.
Sicon WAP App Help and User Guide - WAP App HUG Image Section 9.5 Image 11 Automatic GPS information about the journey end point and date.

Show on Map: If required, users can view the two points on the map to check Google has used the right location.

Save: Click save once details have been entered which will save the journey ready for use in a mileage claim later.

The journey can then be viewed using the Hamburger menu and selecting Journey Log:

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Depending on which list it was saved to, will depend which tab it displays in.  In the example above, the journey has been saved in the Current list:

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From here tapping on the journey gives the user the options to view or delete the journey.


9.6. Journey Log - Record Manual Journey

In addition to the method described in the last section, it is also possible to add a journey manually rather than using GPS.  For example if a user has a regular journey they wish to add as a favourite.  GoogleAPI must be enabled on the WAP Desktop site for this feature to be used.  From within the hamburger menu select Journey Log:

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The user will then be presented with three tabs:

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Current: Displays any journeys the user has recorded and marked as current.

Favourite: Displays any journeys the user has recorded and marked as favourite.

Archived: Displays any journeys the user has recorded and marked as archived.  These will not be available for selection when entering a mileage claim.

To add a journey, tap the +Journey button from any of the tabs.  From here, the user can enter the journey information they wish to use later:

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Sicon WAP App Help and User Guide - WAP App HUG Image Section 9.5 Image 5 Journey description: Enter a brief description of the journey.  This may not be retrieved until a claim is entered at a later stage, so it is recommended to provide a name that is easy to identify the trip from
Sicon WAP App Help and User Guide - WAP App HUG Image Section 9.5 Image 6 Journey type: Journeys can be stored in a Current or a Favourite list, ready for retrieval in a mileage claim.  There is also an Archive list if journeys are no longer required for expenses.
Sicon WAP App Help and User Guide - WAP App HUG Image Section 9.5 Image 7 Mileage Type: select whether these miles are business or personal.
Sicon WAP App Help and User Guide - WAP App HUG Image Section 9.5 Image 8 Return: Click the slider if this should be a return journey.  The distance will then be amended in the next section.
Sicon WAP App Help and User Guide - WAP App HUG Image Section 9.5 Image 9 Distance: This identifies how far between the start and end point GoogleAPI has calculated.
Sicon WAP App Help and User Guide - WAP App HUG Image Section 9.5 Image 10 Start Location details: Click the icon to enter a starting postcode.  Automatic GPS information about the journey start point and date will then be populated in this field.
Sicon WAP App Help and User Guide - WAP App HUG Image Section 9.5 Image 11 Finish Location details: Click the icon to enter a finishing postcode.  Automatic GPS information about the journey end point and date will then be populated in this field.

Start and Finish Location Details

To enter the start and finish points, click on either the Starting Location Details or the Finish Location Details tab (both screens operate in the same way).  Enter the postcode information and select Check Postcode to ensure GoogleAPI can find the location, and Update to save the location details (a warning will pop up if the postcode was not found):

Sicon WAP App Help and User Guide - WAP App HUG Image Section 9.6 Image 11

Sicon WAP App Help and User Guide - WAP App HUG Image Section 9.6 Image 12 Enter the postcode
Sicon WAP App Help and User Guide - WAP App HUG Image Section 9.4 Image 11 Distance: this field is updated with the GPS location once the postcode has been checked.  It cannot be manually amended.
Sicon WAP App Help and User Guide - WAP App HUG Image Section 9.6 Image 14 Date: this field is updated with the current date and time.  It cannot be manually amended.

Click Update to be returned to the Journey details screen.  Once the start and end points have been added, the app will calculate the distance using GoogleAPI:

Sicon WAP App Help and User Guide - WAP App HUG Image Section 9.6 Image 15

Show on Map: If required, users can view the two points on the map to check Google has used the right location:

Sicon WAP App Help and User Guide - WAP App HUG Image Section 9.6 Image 16

Navigate back to the main Journey Details tab and click Save when ready to save the journey ready for use in a mileage claim later.

As the example above was saved as a favourite, it is displayed in the Favourite tab:

Sicon WAP App Help and User Guide - WAP App HUG Image Section 9.6 Image 17


9.7. Expenses - Additional Navigation Options

In addition to using the options described above, once a user has used the Hamburger Menu to select expenses, navigating back to the Hamburger menu provides some further options for the user:

Sicon WAP App Help and User Guide - WAP App HUG Image Section 9.7 Image 1

Home: takes the user back to the main home screen with all module options

New Expense: users can use this as an alternative to enter an expense or mileage and will be brought into the expense header page.

Approve Expenses: an approver can use this as an alternative to approve requisitions.  See section 10 for further information.

Sync: users can sync items from here.


10. Expense Approval

A tutorial on how to approve an expense claim on the WAP App v20.

Users should do a full sync prior to approval to ensure they have the latest items awaiting approval.  When they sync has been run, the amount of items for approval will be displayed on the homescreen.  In this example, the approver has 6 Expenses for approval:

Sicon WAP App Help and User Guide - WAP App HUG Image Section 10 Image 1

Tap on Expenses from this screen to be brought into the items awaiting approval.


10.1. Require Approval Tab

Once Expenses has been tapped, the approver will be presented with the Require Approval tab which lists out all expenses and mileage items awaiting approval:

Sicon WAP App Help and User Guide - WAP App HUG Image Section 10.1 Image 1

For more detail on any of these, tap on the expense to be brought into the expense information.

The Details tab across the top shows the header information and any notes the user may have provided.  From here the user can Reject or Approve the claim:

Sicon WAP App Help and User Guide - WAP App HUG Image Section 10.1 Image 2

The Lines tab across the top shows a summary of the lines on the expense with the attachment, which can be tapped to enlarge and view attachment in more detail if required:

Sicon WAP App Help and User Guide - WAP App HUG Image Section 10.1 Image 3

Clicking on the line can also provide more detail if required:

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Once the lines have been checked, approve or reject the claim using the buttons at the bottom.  The user will be prompted to ensure they are happy to approve:

Sicon WAP App Help and User Guide - WAP App HUG Image Section 10.1 Image 5

It is also possible to select multiple expenses to approve at once from the original approval screen:

Sicon WAP App Help and User Guide - WAP App HUG Image Section 10.1 Image 6

Approving in this way will generate an additional pop up with an option to sync the approved expenses:

Sicon WAP App Help and User Guide - WAP App HUG Image Section 10.1 Image 7

Expenses approved at an individual level will need to be synced manually.  The expenses will not show as approved in the WAP Desktop until this has been done.  Use the back button at the top to navigate to the homescreen where the sync menu will be available to Sync Waiting Items and push the approved documents back into the WAP Desktop:

Sicon WAP App Help and User Guide - WAP App HUG Image Section 10.1 Image 8

Sicon WAP App Help and User Guide - WAP App HUG Image Section 10.1 Image 9


11. Holidays

Use the hamburger menu and select Holidays to begin:

Sicon WAP App Help and User Guide - WAP App HUG Image Section 11 Image 1

The user will then be presented with three tabs:

Sicon WAP App Help and User Guide - WAP App HUG Image Section 11 Image 2

New: Displays any of the user’s new holiday requests that have been entered through the app and either not yet submitted, or not yet synced.  New holidays can be entered from this tab.

Waiting: Displays any holidays submitted by the user through the app and synced via Sync Waiting Items (see section 4.2 for further information)

Approved/Rejected: Displays any holidays submitted and synced in the app by the user, and subsequently approved or rejected.


11.1. Holiday Entry

From the new tab, select + Holiday to be brought into the Holiday request:

Sicon WAP App Help and User Guide - WAP App HUG Image Section 11.1 Image 1

Enter the details for the holiday request:

Sicon WAP App Help and User Guide - WAP App HUG Image Section 11.1 Image 2

Sicon WAP App Help and User Guide - WAP App HUG Image Section 11.1 Image 3 Start date: Select the start date of the holiday.  The WAP App differs from the WAP Desktop and displays shift times (configured in WAP Desktop settings).  When selecting a date, the specific times on these can be ignored, however if wishing to take a half day, select either the afternoon or the morning shift.
Sicon WAP App Help and User Guide - WAP App HUG Image Section 11.1 Image 4 Start date: Select the end date of the holiday.  The WAP App differs from the WAP Desktop and displays shift times (configured in WAP Desktop settings).  When selecting a date, the specific times on these can be ignored, however if wishing to take a half day, select either the afternoon or the morning shift.
Sicon WAP App Help and User Guide - WAP App HUG Image Section 11.1 Image 5 Holiday type: If the holiday request is to be unpaid, tap the slider switch.  By default holiday will be paid and taken from the user’s entitlement.
Sicon WAP App Help and User Guide - WAP App HUG Image Section 11.1 Image 6 Description: If required, add a description for the holiday request.  This will be visible in the Holiday calendar.  At present it is not possible to choose to hide this in the WAP App.  If users wish to enter a reason that is not visible to others, this will need to be done in the WAP Desktop app.

Note that if conflicts have been set up, the requesting user will not see these when requesting Holiday.  If this is required, users will need to continue to submit holiday requests on the WAP Desktop site.

Once all the holiday information has been entered, click Save:

Sicon WAP App Help and User Guide - WAP App HUG Image Section 11.1 Image 7

This will return the user to the main Holiday screen where they can tap the holiday to Submit it (or edit, or delete):

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Once submitted, the user will need to Sync Waiting Items for the holiday to be pushed through for approval.

Sicon WAP App Help and User Guide - WAP App HUG Image Section 11.1 Image 9

Further explanations of the icons on the Holiday Request screen are below:

Sicon WAP App Help and User Guide - WAP App HUG Image Section 5.2 Image 15 Requesting User
Sicon WAP App Help and User Guide - WAP App HUG Image Section 5.2 Image 18 Mobile App Ref (M) / WAP Desktop Ref (W)
Sicon WAP App Help and User Guide - WAP App HUG Image Section 11.1 Image 12 Start Date
Sicon WAP App Help and User Guide - WAP App HUG Image Section 11.1 Image 13 End Date
Sicon WAP App Help and User Guide - WAP App HUG Image Section 5.2 Image 17 Status
Sicon WAP App Help and User Guide - WAP App HUG Image Section 11.1 Image 15 Entitlement used for this request (displayed in hours on the WAP app, but can be viewed in days in the WAP desktop app).
Sicon WAP App Help and User Guide - WAP App HUG Image Section 5.2 Image 22 Submitted but not yet synced
Sicon WAP App Help and User Guide - WAP App HUG Image Section 5.2 Image 23 Not Synced
Sicon WAP App Help and User Guide - WAP App HUG Image Section 5.2 Image 24 Synced

Once synced, the holiday will move to the Waiting tab with a linked WAP Desktop Reference which can be used to search for the holiday in the WAP Desktop:

Sicon WAP App Help and User Guide - WAP App HUG Image Section 11.1 Image 19

In the example above, the original mobile ID M3 has now been linked with W71373 which is visible in the desktop and for any approvers there or on their own mobile app:

Sicon WAP App Help and User Guide - WAP App HUG Image Section 11.1 Image 20


11.2. Holidays - Viewing Holiday and Additional Navigation Options

Once a user has used the Hamburger Menu to select Holidays, navigating back to the Hamburger menu provides some further options for the user within Holidays:

Sicon WAP App Help and User Guide - WAP App HUG Image Section 11.2 Image 1

Home: takes the user back to the main home screen with all module options

View Holiday Requests: this takes the user back to the Holiday Request page where they can see New, Waiting and Approved/Rejected holidays.

New Holiday Request: users can use this as an alternative to enter a holiday and will be brought into the holidays header page.

Holiday Entitlement: users can view a graphic of their holiday entitlement.  See further down this section for more information.

Approve Holidays: an approver can use this as an alternative to approve holidays.

Sync: users can sync items from here.

Holiday Entitlement

When users click on Holiday Entitlement from their Holiday Hamburger list, they will be able to see their entitlement for the current holiday period:

Sicon WAP App Help and User Guide - WAP App HUG Image Section 11.2 Image 2

Booked: Holiday requests that have been approved and fall in the future.

Taken: Holiday requests that have been approved and have passed.

Submitted: Holiday requests that have been submitted and are awaiting approval.

Remaining: Entitlement that remains once booked, taken, submitted and mandatory is taken into account.

Mandatory: Mandatory Holiday that the company has deemed should come off users’ entitlement.  For example, Christmas shutdown.

In the above example, the user’s holiday entitlement runs from 1st January to 31st December.  They have 25 days annual leave and from that they have 2 mandatory days and 5 days booked, leaving them with 18 days remaining of their entitlement.


12. Holiday Approval

A tutorial on how to approve a holiday request on the WAP App v20

Users should do a full sync prior to approval to ensure they have the latest items awaiting approval.  When they sync has been run, the amount of items for approval will be displayed on the homescreen.  In this example, the approver has 2 holidays for approval:

Sicon WAP App Help and User Guide - WAP App HUG Image Section 12 Image 1

Tap on Holidays from this screen to be brought into the items awaiting approval.

They user may then be presented with an option to sync the items before progressing:

Sicon WAP App Help and User Guide - WAP APP HUG Image Section 12 Image 2


12.1. Require Approval Tab

Once the app has been synced and Holidays has been tapped, the approver will be presented with the Require Approval tab which lists out all Holidays awaiting approval:

Sicon WAP App Help and User Guide - WAP App HUG Image Section 12.1 Image 1

If Holiday Conflict rules have been set up in the Desktop, they can instantly see when a holiday conflicts from this screen.

Sicon WAP App Help and User Guide - WAP App HUG Image Section 12.1 Image 2 Requesting User: user who has submitted the holiday request.
Sicon WAP App Help and User Guide - WAP App HUG Image Section 12.1 Image 3 Desktop (begins with W) / Mobile ID (beings with M).
Sicon WAP App Help and User Guide - WAP App HUG Image Section 12.1 Image 4 Start date and shift (the timings of the shift can be ignored, however they indicate whether it is to be a half day or full day).
Sicon WAP App Help and User Guide - WAP App HUG Image Section 12.1 Image 5 End date and shift (the timings of the shift can be ignored, however they indicate whether it is to be a half day or full day).
Sicon WAP App Help and User Guide - WAP App HUG Image Section 12.1 Image 6 Status
Sicon WAP App Help and User Guide - WAP App HUG Image Section 12.1 Image 7 Hours entitlement used for holiday request.
Sicon WAP App Help and User Guide - WAP App HUG Image Section 12.1 Image 8 Description (this is an optional field and may not be present).
Sicon WAP App Help and User Guide - WAP App HUG Image Section 12.1 Image 9 Conflicts: if further detail is required on the conflict, log into the WAP Desktop App to see the exact conflict details.
Sicon WAP App Help and User Guide - WAP App HUG Image Section 12.1 Image 10 Item not selected for approval.
Sicon WAP App Help and User Guide - WAP App HUG Image Section 12.1 Image 11 Item selected for approval.

Once an item has been selected for approval, additional options to Reject or Approve the holiday will appear.  The approver can then approve or reject the holiday, and confirm this action:

Sicon WAP App Help and User Guide - WAP App HUG Image Section 12.1 Image 12

The holiday will not show as approved in the WAP Desktop until it has been synced.  The approver will be prompted to sync which they can either do by saying yes to the message, at which point they will be taken to the syncing screen, or if they wish to sync later say No to the message and use the back button to navigate to the sync menus manually when ready:

Sicon WAP App Help and User Guide - WAP App HUG Image Section 12.1 Image 13

Once approved and synced the item will also be visible in the WAP desktop as approved:

Sicon WAP App Help and User Guide - WAP App HUG Image Section 12.1 Image 14


12.2. Recently Approved

Once items have been approved, they will display in the ‘Recently Approved’ tab:

Sicon WAP App Help and User Guide - WAP App HUG Image Section 12.2 Image 1

The coloured bars on the left indicate whether the item has been synced; yellow still requires syncing, green has been synced.  The holiday will not show as approved in the WAP Desktop until it has been synced.  Use the back button to navigate to the homescreen where the sync menu will be available to Sync Waiting Items and push the approved documents back into the WAP Desktop as approved:

Sicon WAP App Help and User Guide - WAP App HUG Image Section 12.2 Image 2

Sicon WAP App Help and User Guide - WAP App HUG Image Section 12.2 Image 3


13. Timesheets

Use the hamburger menu and select Holidays to begin:

Sicon WAP App Help and User Guide - WAP App HUG Image Section 13 Image 1

The user will then be presented with three tabs:

Sicon WAP App Help and User Guide - WAP App HUG Image Section 13 Image 2

New: Displays any of the user’s new timesheet requests that have been entered through the app and either not yet submitted, or not yet synced.  New timesheets can be entered from this tab.

Waiting: Displays any timesheets submitted by the user through the app and synced via Sync Waiting Items (see section 4.2 for further information)

Approved/Rejected: Displays any holidays submitted and synced in the app by the user, and subsequently approved or rejected.


13.1. Timesheet Entry

From the new tab, select + Timesheet to be brought into the Timesheet request:

Sicon WAP App Help and User Guide - WAP App HUG Image Section 13.1 Image 1

Enter the details for the timesheet request:

Sicon WAP App Help and User Guide - WAP App HUG Image Section 13.1 Image 2

Select Week: pick the week start date the timesheet is due to be entered for

Days: select the day this timesheet entry will apply to.  One job or project can be entered on multiple days from this screen (alternatively the timesheet can be amended later to add the missing days)

Hours: enter the amount of hours spend on the project on the selected day(s)

Job: select the job or project worked on

Job header: select the job header or project item worked on

Rate: select the rate applicable to this timesheet entry (these are configured within the costing module)

Notes: free text entry for any notes to be added as required

Once all the timesheet information has been entered, click Save:

Sicon WAP App Help and User Guide - WAP App HUG Image Section 13.1 Image 3

This will return the user to the main Timesheet screen where they can tap the timesheet to submit, edit or delete the entry:

Sicon WAP App Help and User Guide - WAP App HUG Image Section 13.1 Image 4

To enter additional hours and jobs/projects worked on, select edit to be taken back into the timesheet:

Sicon WAP App Help and User Guide - WAP App HUG Image Section 13.1 Image 5

Across the top the days of the week are displayed.  Select the day that requires editing or additional time entering and either tap on the existing entry to edit, or select the +Time Entry button to enter more time:

Sicon WAP App Help and User Guide - WAP App HUG Image Section 13.1 Image 6

Add in the additional information required:

Sicon WAP App Help and User Guide - WAP App HUG Image Section 13.1 Image 7

Sicon WAP App Help and User Guide - WAP App HUG Image Section 13.1 Image 8 Hours: enter the amount of hours spent on this entry (decimals)
Sicon WAP App Help and User Guide - WAP App HUG Image Section 13.1 Image 9 Costing: Enter the relevant Job/Project and Job Header/Project Item
Sicon WAP App Help and User Guide - WAP App HUG Image Section 13.1 Image 10 Rate: Enter the relevant rate
Sicon WAP App Help and User Guide - WAP App HUG Image Section 13.1 Image 11 Notes: Add any notes if required for this line

Once saved, the user will be returned to the timesheet where they can edit or enter additional lines in the same way on other days:

Sicon WAP App Help and User Guide - WAP App HUG Image Section 13.1 Image 12

Click save on any day to save the timesheet and be returned to the Timesheets Header page:

Sicon WAP App Help and User Guide - WAP App HUG Image Section 13.1 Image 13

Tap the timesheet to submit it for approval (or make further edits and delete):

Sicon WAP App Help and User Guide - WAP App HUG Image Section 13.1 Image 14

Confirm submission of the timesheet:

Sicon WAP App Help and User Guide - WAP App HUG Image Section 13.1 Image 15

Once submitted, the timesheet will require syncing before it is pushed through for approval and visible on the WAP Desktop version:

Sicon WAP App Help and User Guide - WAP App HUG Image Section 13.1 Image 16

Submitting User: The user who has submitted the timesheet.  Currently the app does not allow users to submit timesheets on behalf of other users.
Mobile App Ref (M) / WAP Desktop Ref (W)
Requesting User: The user the timesheet has been requested for.  Currently the app does not allow users to submit timesheets on behalf of other users.
Date: the start date of the week the timesheet has been entered for
Status
Hours: the hours included on all lines within this timesheet
Submitted but not yet synced
Not Synced
Synced

Once synced, the timesheet will move to the Waiting tab with a linked WAP Desktop Reference which can be used to search for the holiday in the WAP Desktop:

Sicon WAP App Help and User Guide - WAP App HUG Image Section 13.1 Image 26

In the example above, the original mobile ID M5 has now been linked with W11779 which is visible in the desktop and for any approvers there or on their own mobile app:

Sicon WAP App Help and User Guide - WAP App HUG Image Section 13.1 Image 27


13.2. Timesheets -Additional Navigation Options

In addition to using the options described above, once a user has used the Hamburger Menu to select timesheet, navigating back to the Hamburger menu provides some further options for the user:

Sicon WAP App Help and User Guide - WAP App HUG Image Section 13.2 Image 1

Home: takes the user back to the main home screen with all module options

New & Multi Entry Times: users can use this as an alternative to enter a new timesheet and will be brought into the Requisition header page – see section 13.1 for more information.

Current Timesheet: takes the user to edit the current week timesheet – see section 13.1 for more information on editing timesheets.

Existing Timesheets: takes the user to the Timesheet Header page – see section 13 for further information.

Approve Timesheets: users can use this as an alternative for approving timesheets – see section 14 for more information on approving timesheets.

Sync: users can sync items from here.


14. Timesheet Approval

Users should do a full sync prior to approval to ensure they have the latest items awaiting approval.  When the sync has been run, the amount of items for approval will be displayed on the homescreen.  In this example, the approver has 2 timesheets for approval:

Sicon WAP App Help and User Guide - WAP App HUG Image Section 14 Image 1

Tap on Timesheets from this screen to be brought into the items awaiting approval.


14.1. Require Approval Tab

Once Timesheets has been tapped, the approver will be presented with the Require Approval tab which lists out all timesheets awaiting approval:

Sicon WAP App Help and User Guide - WAP App HUG Image Section 14.1 Image 1

The approver can use the filters at the top of the screen to filter timesheets by employee or by date.  For more detail on any of these, tap on the timesheet to be brought into the timesheet information:

Sicon WAP App Help and User Guide - WAP App HUG Image Section 14.1 Image 2

From here, the user can drill down further by clicking on View Entries (Download Required).  Please note that unlike most areas in the app, this will immediately use mobile data so users should ensure that they are on a WiFi connection or have an adequate data plan on their mobile device prior to viewing timesheet entries:

Sicon WAP App Help and User Guide - WAP App HUG Image Section 14.1 Image 3

The Details tab across the top shows the header information of the timesheet and from here the user can Reject or Approve the requisition.  The Entries tab across the top provides more detail about each line that makes up the header summary:

Sicon WAP App Help and User Guide - WAP App HUG Image Section 14.1 Image 4

Sicon WAP App Help and User Guide - WAP App HUG Image Section 13.1 Image 22 Hours: the hours included on this timesheet line
Sicon WAP App Help and User Guide - WAP App HUG Image Section 14.1 Image 6 Costing information: displays the job or project information on the line
Sicon WAP App Help and User Guide - WAP App HUG Image Section 14.1 Image 7 Rate: displays the rate chosen for the line
Sicon WAP App Help and User Guide - WAP App HUG Image Section 14.1 Image 8 Line type: displays whether this is a standard line or perhaps a holiday or absence line
Sicon WAP App Help and User Guide - WAP App HUG Image Section 14.1 Image 9 Any notes added

Once the timesheet has been checked, navigate back to the Details tab to approve or reject the timesheet.  The user will be prompted to ensure they are happy to approve:

Sicon WAP App Help and User Guide - WAP App HUG Image Section 14.1 Image 10

The timesheet will not show as approved in the WAP Desktop until it has been synced.  Use the back button to navigate to the homescreen where the sync menu will be available to Sync Waiting Items and push the approved documents back into the WAP Desktop:

Sicon WAP App Help and User Guide - WAP App HUG Image Section 14.1 Image 11

Sicon WAP App Help and User Guide - WAP App HUG Image Section 14.1 Image 12


14.2. Recent Activity

Once items have been approved, they will display in the ‘Recent Activity’ tab:

Sicon WAP App Help and User Guide - WAP App HUG Image Section 14.2 Image 1

The timesheet will not show as approved in the WAP Desktop until it has been synced.  Use the back button to navigate to the homescreen where the sync menu will be available to Sync Waiting Items and push the approved documents back into the WAP Desktop:

Sicon WAP App Help and User Guide - WAP App HUG Image Section 14.2 Image 2

Sicon WAP App Help and User Guide - WAP App HUG Image Section 14.2 Image 3


15. Suggested Error Resolutions

Before logging a case with your business partner or the Sicon Support team, below are some common errors and troubleshooting steps that may assist users.  If a support case still needs to be raised, please include steps taken to resolve the error prior to logging a case.

Message Troubleshooting Tips
Sicon WAP App Help and User Guide - WAP App HUG Image Section 15 Image 1No Connection Currently unable to connect to the WAP service.  Tap ‘work offline’ to continue or check connection” Ensure that the user receiving the message is definitely connected to a network or WiFi.

Ensure that the user can manually navigate to the endpoint address from within ‘My Settings’ in WAP through a browser on their mobile device.  See Section 3.3 for further information on the endpoint address.  The top of the page should say something like “You have created a service. 

To test this service, you will need to create a client and use it to call the service. You can do this using the svcutil.exe tool from the command line with the following syntax”.
If it says “This site can’t be reached”, this indicates the service is not running (or if first install, perhaps App website has not been configured correctly).  Try restarting the WAP Service (see next point).

This could also be a result of the Sicon WAP Service not running.  Restarting the Sicon WAP Service should resolve this.

The Sicon WAP Service can be restarted by whoever maintains the server where WAP is held (usually IT departments, or sometimes Business Partners).

Sicon WAP App Help and User Guide - WAP App HUG Image Section 15 Image 2Connection Error
Could not connect to Web Url. Please check connection settings”
This is most likely a result of the Sicon WAP Service not running.  Restarting the Sicon WAP Service should resolve this.

The Sicon WAP Service can be restarted by whoever maintains the server where WAP is held (usually IT departments, or Business Partners).

It could also be the result of the Endpoint address not being entered on the settings screen.

Sicon WAP App Help and User Guide - WAP App HUG Image Section 15 Image 3

Sync Failed

When doing a full sync, if the message appears that it fails then there may be a message that gives some information like this one attached – ‘could not connect to endpoint address’ – make sure the WAP Service is running and the endpoint address is correct in the App settings screen.

The Sicon WAP Service can be restarted by whoever maintains the server where WAP is held (usually IT departments, or Business Partners).

Alternatively, it could be because of the amount of information required to sync, in which case increasing the “Connection timeout” within the Advanced settings section of the of the WAP App settings may assist.


16. New Features and Important information